Job summary
Working within the Appointments Centre, the Templates Team are responsible for the building of clinics throughout the Trust ensuring that clinics match the needs of patients and clinicians and continue to meet the demands of each individual service. They are responsible for the management and prioritisation of building complex clinic templates and changes within EPR.
The team provides extensive specialist knowledge and expertise to ensure that the correct data is collated from the Clinic Change System (CCS) App in order to be able to build on the DCW (Data Collection Workbook) and EPR (Electronic Patient Record).
Main duties of the job
The post holder must ensure all clinic build/ change requests are actioned in accordance with the given timescales whilst adhering to CHFT policies and standard operating procedures.
The post holder must undertake DBA training and successfully pass the national exam.
The post holder will ensure that good communications are maintained across the service directly dealing with stakeholders via telephone, email and the CCS App in a prompt and professional manner.
The post holder will be required to work under their own initiative but also as part of a team to ensure the smooth running of the outpatient clinics.
About us
CHFT is an integrated Trust of 6,500+ colleagues providing hospital and community services to patients and communities across Calderdale and Kirklees. We are rated as 'Good' by the Care Quality Commission, are a top performing Trust for Elective Recovery, Emergency and Cancer Care and widely acknowledged as a national digital lead when it comes to caring for people across our local and regional systems.
Our people are at the core of everything we do, hence our commitment to One Culture of Care. Our focus is to care for and support each other in order to provide outstanding compassionate care to our patients. That is why we are looking for an inclusive collaborative, creative, innovative and compassionate leader to join us in this role.
Job description
Job responsibilities
To ensure the Data Collection workbook is continually updated To respond to the Template build requests and changes from divisions/ stakeholders in a timely and accurate manner. Liaising with divisions in order to seek clarification of template requests To respond to the clinic cancellation requests promptly to ensure that clinics are closed and removed from EPR. Advises patients with sensitivity regarding cancellations and changes to appointments. Provide training for new and existing staff on the current EPR System, E-Referral System, CCS System, KP+ system and ensure that standard operating procedures for all processes are current and up to date. To continually monitor data quality and highlight any training needs with the Team Leader. To be responsible for updating the Clinic Change form System to ensure that data extracts to KP+ are correct analysing data to produce reports. To maintain good communication and working relationships with the EPR PAS team to ensure a streamlined approach to clinic builds. To assist the other teams within appointments when needed with the booking of short notice clinics. The post holder will be required to work under their own initiative but also as part of a team to allocate the workload to ensure completion and the smooth running of the outpatient clinics. The post holder requires excellent keyboard skills and attention to detail with prolonged periods of concentration. Takes own responsibility for safe working practices within the department This job description is intended as an outline of the duties of the post; it is not exhaustive and is subject to change following discussions with the post holder.
Job description
Job responsibilities
To ensure the Data Collection workbook is continually updated To respond to the Template build requests and changes from divisions/ stakeholders in a timely and accurate manner. Liaising with divisions in order to seek clarification of template requests To respond to the clinic cancellation requests promptly to ensure that clinics are closed and removed from EPR. Advises patients with sensitivity regarding cancellations and changes to appointments. Provide training for new and existing staff on the current EPR System, E-Referral System, CCS System, KP+ system and ensure that standard operating procedures for all processes are current and up to date. To continually monitor data quality and highlight any training needs with the Team Leader. To be responsible for updating the Clinic Change form System to ensure that data extracts to KP+ are correct analysing data to produce reports. To maintain good communication and working relationships with the EPR PAS team to ensure a streamlined approach to clinic builds. To assist the other teams within appointments when needed with the booking of short notice clinics. The post holder will be required to work under their own initiative but also as part of a team to allocate the workload to ensure completion and the smooth running of the outpatient clinics. The post holder requires excellent keyboard skills and attention to detail with prolonged periods of concentration. Takes own responsibility for safe working practices within the department This job description is intended as an outline of the duties of the post; it is not exhaustive and is subject to change following discussions with the post holder.
Person Specification
QUALIFICATIONS / TRAINING
Essential
- English and Math GCSE grade 9-2 (A*-E) or equivalent
- Competence based level 3 Qualification e.g. NVQ or Diploma in Administration or Customer Service qualification or equivalent experience
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Microsoft Office packages including Excel
- Working with confidential information
- Dealing with enquiries via telephone or face to face
- Working with documented procedures
- Ability to prioritise workload and meet deadlines
- Able to manage own time effectively to meet departmental objectives
- Able to work quickly and accurately for long periods of time in a quiet environment
- Excellent keyboard skills
- Knowledge of NHS systems i.e., EPR, Excel, EPR Explicit, KP+
- Knowledge of local Patient Access Policy and 18-week RTT pathway
Desirable
- Relevant experience within the NHS
- Relevant experience within an administrative setting
- Demonstrate previous leadership skills
- Previous demonstrable experience of EPR
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to treat others with sensitivity whilst dealing with stressful and challenging situations
- Ability to demonstrate excellent communication and organisational skills
Person Specification
QUALIFICATIONS / TRAINING
Essential
- English and Math GCSE grade 9-2 (A*-E) or equivalent
- Competence based level 3 Qualification e.g. NVQ or Diploma in Administration or Customer Service qualification or equivalent experience
KNOWLEDGE, EXPERIENCE & EXPERTISE
Essential
- Microsoft Office packages including Excel
- Working with confidential information
- Dealing with enquiries via telephone or face to face
- Working with documented procedures
- Ability to prioritise workload and meet deadlines
- Able to manage own time effectively to meet departmental objectives
- Able to work quickly and accurately for long periods of time in a quiet environment
- Excellent keyboard skills
- Knowledge of NHS systems i.e., EPR, Excel, EPR Explicit, KP+
- Knowledge of local Patient Access Policy and 18-week RTT pathway
Desirable
- Relevant experience within the NHS
- Relevant experience within an administrative setting
- Demonstrate previous leadership skills
- Previous demonstrable experience of EPR
COMMUNICATION AND RELATIONSHIPS (INCLUDING MANAGEMENT RESPONSIBILITIES)
Essential
- Ability to treat others with sensitivity whilst dealing with stressful and challenging situations
- Ability to demonstrate excellent communication and organisational skills
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
Additional information
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).
From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).
